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Case Study

Scotland’s largest law and legal firm were looking to digitise their historical and closed client files within their Glasgow office. This was as a result of a relocation as well as move towards an ISO quality system. The law firm were moving away from a costly archive box storage filing system to that of a more digital / cost effective system

We were approached to submit a quote. A site visit along with audit of our systems and procedures was carried out by Brodies senior managers.

We were delighted to be awarded the Glasgow office project.

We were then awarded the significantly larger Edinburgh and Aberdeen office legal file scanning projects.

This is an ongoing project for us at TRM Doc Man as we are now the recommended supplier for scanning projects for Brodies offices throughout Scotland. Details of how we managed this exciting project can be seen below.. We continue to uplift boxes from the Edinburgh head office on a weekly basis, with the total number of archive boxes now digitised in excess of 5,000 (or over 9.2 million pdf images. fully indexed and searchable through OCR).

Quote Submitted

Quote Submitted

We submitted a quote after initial discussion.
A sample was produced to demonstrate quality and indexing required.
We were delighted to be awarded the Glasgow office project, which then progressed on to Aberdeen and Edinburgh offices.

Uplift Of Boxes

Uplift of Boxes

Our team liaised directly with the Brodies document management team to arrange uplift and delivery schedules.
Paperwork is signed to show which boxes were uplifted / delivered.
Boxes are never left unattended in the van, and are driven directly back to our facility.

Preparation Of Files

Preparation of Files

Brodies assign each box with a box number and supply a log sheet of contents. Our staff then ensure log sheet matches to contents of box.
All staples and clips are removed, files are checked for principal documents, paper is unfolded and each file is checked for clear point of index – matter name and number.

Document Scanning

Document Scanning

Using our market leading Kodak scanners, we capture all documents (post-it notes to A3 dimensions) to a PDF with OCR.
Quality is essential, therefore all documents are captured at either 200 or 300 dpi.
Files are scanned on production rotary or flat bed scanners.

Security And Quality

Security and Quality

Ensuring data is secure at all times is a critical part of this project.
Our in-house systems are regularly reviewed by Brodies to ensure integrity and data security.
All data is only transferred on password encrypted DVDS and all disks are hand delivered, by our own staff – never posted or courier.

Confidential Destruction

Confidential Destruction

Brodies authorise destruction of files, shredding is then carried out to industry standard EN15713.
All electronic data is also removed from our system to ensure no risk of future data breach.
A Certificate of Destruction is provided to show that files were destroyed.

The Solution

The Solution

As the recommended supplier of Brodies LLP for document scanning, this is an ongoing legal file scanning project for TRM.
Boxes are uplifted, files are prepared scanned to ODF with OCR and indexed to allow importing to EDMS. Data security and quality assurance is crucial at all times. Files shredded